User Guides and FAQs
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CLSS - Add Flexibly Scheduled Meeting Dates & Times
Overview: This document provides instructions on how to add flexibly scheduled meeting dates and times. Instructions: 1. Within the Edit Section, click the Schedule link. 2. Click the Meetings button. (Lower left) 3. Select the option and click the pencil icon to Edit. 4. From the Dates drop-down menu, select Custom. 5. Enter the Date Range. 5.1 Click Accept. Document Information Date Author Changes 06/01/2021 Cindy Shick - Original document created. 07/09/2024 Mayara Sant'Anna de Souza - Document converted to FS solution. 07/25/2024 Cindy Shick - Document reviewed & updated with Cindy as Author.
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CLSS - Use the Filter
Overview: This document provides instructions on how to use the course search filters. Instructions: 1. Select the Filter button. 2. Select from the Criteria Option to expand and show all fields. 3. Enter the details you would like to filter and click Apply. For example: Find all PSY Sections. Document Information Date Author Changes 06/01/2021 Cindy Shick - Original document created. 07/09/2024 Mayara Sant'Anna de Souza - Document converted to FS solution. 08/25/2024 Cindy Shick - Document reviewed & review date applied
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CLSS - Export Data
Overview: This document provides instructions on how to export search data. Instructions: 1. Select the Filter button. 2. Select from the Criteria Options to expand and show all fields. 3. Enter the details you would like to filter and click Apply. For example: Find all PSY sections. 4. Once you have filtered your data, click Export and select the PDF or Excel option. Document Information Date Author Changes 06/01/2021 Cindy Shick - Original document created. 07/09/2024 Mayara Sant'Anna de Souza - Document converted to FS solution. 08/27/2024 Cindy Shick - Document reviewed & review date applied
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CLSS - Glossary
Overview: This document provides definitions for common terms used in CLSS Schedule Build tool. Faculty Coordinator Phase (Design Mode) - Data in CLSS is static - meaning ALL changes should be happening in CLSS. Faculty Coordinators will be making necessary changes to the schedule. Dean Review Phase (Refine Mode) - Deans review the schedule. If in Refine Mode, changes will update immediately in Banner. ALL units should be in Refine Mode (validated & submitted) by the end of this phase. Faculty/Admin Coord. Phase (Refine Mode) - Faculty Coordinators/ Admin Coordinators can make necessary changes. Changes will require approval. Approved changes will be updated in Banner immediately Room Assignment Phase (Refine Mode) - NO changes can be made during this phase. Rooms are being determined and assigned. Push Phase (Refine Mode) - The schedule is published / LIVE; however, adjustments can be made with workflow approval as they arise. Design Mode - In Design Mode, sections can be added and modified. CLSS does not connect to/ update Banner until a scheduling unit has been validated and submitted. During this time, if ANY changes are made to the section in Banner, they will not be reflected in CLSS. Therefore, it is imperative that changes not be made to the section in Banner. ALL units should be validated and submitted by the proposed dates shown above in the Faculty Coordinator Phase. Refine Mode - In Refine Mode, changes to sections are automatically validated and sent through workflow (when necessary) when each section is saved. Sections are immediately sent to Banner after validation. If a change is submitted through a workflow, the changes will not be seen in Banner until the change has been approved by all appropriate parties. When opening a section in CLSS, Banner is queried at that moment for that section. You may make changes directly in Banner when in Refine Mode and those changes will be reflected when the section is opened for editing. Note: If a change is made in Banner to a section, CLSS will not reflect that change until the section is opened and saved in CLSS or until overnight import is run. Validation - Validating a unit checks for inconsistencies based on the rules set by the institution. For example Credit vs. Contact Hours CLSS will look at the part of the term and meeting time to determine if the section is meeting the correct number of minutes. If the section does not meet the required minutes, the user will receive the Credit vs. Contact Hour Error when the unit is validating. Document Information Date Author Changes 06/01/2021 Cindy Shick - Original document created. 07/09/2024 Mayara Sant'Anna de Souza - Document converted to FS solution. 08/22/2024 Cindy Shick - Document reviewed & review date applied
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Verify and Set up GORICCR
Overview: Before rolling grades, active terms need to be set up in GORICCR. Instructions: 1. Open Banner. 2. Go to GORICCR. 3. Enter "ELEARNING" in the Process field. 3.1 Enter "ACTIVE_TERM" in the Setting field. 4. Go to Configuration Settings and verify that the term you plan to roll is listed. *The term must be there before a grade roll is done. 5. If the term is not listed, it must be added. 5.1 Press F6 to insert a new record. 5.2 Enter "ACTIVE_TERM" in the Setting field. 5.3 Enter "Term Code" in the Value field. 5.4 Press F10 to save. Document Information Date Author Changes 07/30/2019 Cindy Shick - Original document created. 07/10/2024 Mayara Sant'Anna de Souza - Document converted to FS solution. 08/27/2024 Jasmine Stumpp - Document reviewed & review date applied
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CLSS - Approve Pages
Overview: This document provides instructions on how to approve changes in CLSS schedule build tool. Instructions: 1. Log into CLSS Approve Pages using this link. 2. You may see a pop-up indicating you are not fully logged in. Click the icon to finish the log in process. 3. From the Role drop-down menu, select your unit. 4. Review and click the Approve button to approve your unit. 4.1 If your Unit has been validated and submitted for approval for the first time (Design Mode) and you want to review the details, click the link or arrow icon below each rule triggered. 4.2 Individual CRNs need approval (Refine Mode), changes in Red have been removed/eliminated. Changes in Green are new. 5. If you need to correct changes (not roll back) 5.1 Select Edit. 5.2 Within the Edit window, edit/modify and then click Save. 5.3 Click Approve to continue through the approval process queue. 6. If you wish to Reject (rollback changes) 6.1 Click Rollback - this will roll back to the individual who initially submitted the changes. Document Information Date Author Changes 06/01/2021 Cindy Shick - Original document created. 07/10/2024 Mayara Sant'Anna de Souza - Document converted to FS solution. 08/22/2024 Cindy Shick - Document reviewed & review date applied
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File Upload Process
Overview: The following instructions are used to import files to the Job Submission server. This will replace the previous method of using Banner Data Upload Utility (GUAUPLP) in Banner 8 Self-Service. Instructions: 1. Log into Banner. 2. Go to GJAJFLU. (Import File to JobSub Server) 3. Enter or Select the Process using the Search option (Ellipses button). Note: You may NOT see all processes as shown in the following examples. This is due to access rights and what areas you have access to. Example - Those with access to Student may not have access to processes in Finance. The following is an example of a specific Job Submission Process in Student 4. Click the Ellipses button. 5. Enter search details. (User can search by Process, Title, System, Description, etc.) 5.1 Click Go. The example below shows Searching by Process (Process Value = %SW&) 6. Select the process and click the Select button. (Lower right side of the screen) 7. Once the process has been selected, click Go and continue to the next steps. Note: If the Job Submission process does not exist in the list, selecting one of the following conventional processes will load it into the appropriate file directory. Example - If you are uploading a file for a student process, you must select the unconventional Student process, NOT Finance or Payroll. Import File to Job Submission Once the proper process/directory has been selected, it is time to import the file. Note: If this is your FIRST entry for this process, you DO NOT need to insert a new record. 1. Click Select File to locate the file you want to upload. 2. The File Name and Save as File Name fields will auto-populate based on the selection. Note: DO NOT uncheck "Save in Product Data Home Directory" 3. Click Save. (Lower right corner of the screen) 4. If successful, you will receive a "Saved Successfully" message in the upper right corner. 5. If another file needs to be uploaded for the same process, click insert to insert a new record and repeat steps 2 and 3. 6. If another file needs to be uploaded for a new process, click Start Over and follow the steps. Verify File Successfully Uploaded 1. From the Related menu, select GJIREVO (review output). Note: The most recent upload sequence will automatically populate in the number field. If the most recent upload sequence is not showing, click the ellipse icon to locate it. 2. From File Name, select the ellipsis button to select the .LIS or .LOG file. In this example, we will view the .LIS file. 3. Once selected, click Go. 4. Click Start Over and repeat steps 2 and 3 to view .Log file. Save or Print LIS or LOG File Note: The following is NOT required but can be useful if users need assistance in troubleshooting issues. 1. After selecting to view either the LIS or LOG file, from the output review page, click tools menu. 2. Select Show Document under Options. 3. Select Save File. Note: A copy of the file will be downloaded to your computer which can be emailed or printed. 4. Repeat the steps from the previous section and steps 1 to 3 from this section for additional files needed. Document Information Date Author Changes 01/19/2023 Cindy Shick - Original document created. 07/10/2024 Mayara Sant'Anna de Souza - Document converted to FS solution. 02/20/2025 Cindy Shick - Document reviewed & updated with Cindy as Author.
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Attendance Tracking
Overview: This document outlines how to comply with attendance reporting requirements for courses. Faculty will be tracking and reporting attendance for specific periods each semester. The main objective is to identify students who have NEVER attended during the reporting period. This is a federal compliance regulation. The reporting period is unique for each part of the term. Faculty may choose to continue to utilize the attendance tracking application after the reporting period ends. A schedule of the attendance tracking due dates is included with the grading schedule, located on the faculty grading card of my Tri-C space. Instructions: 1. To view the Attendance Tracker portlet, log into my Tri-C space. 2. Go to the Attendance Tracking car. 3. Once you click on the Attendance Tracker box, your course list will be displayed. Click on the Term header so that your most recent courses are on the top of your page. 4. Click on Take Roll to display the list of students for update. 5. Navigate to the date for which you are taking attendance by clicking on the left and right arrows. 5.1 Click on the date in the column header. The selected column will be shaded. 5.2 Click the circle once for a Green checkmark (signaling the student attended) and twice for a Red hash (signaling the student did not attend). Note: There is no Save button. Once the check mark is added, a message appears indicating attendance information has been added. Helpful tip: For ALL modalities, except fully online (DWB), you can use the Update All option to update attendance for ALL students at once. Helpful Information: Attendance for courses is due on the 15th day of the part of the term. You can find all the due dates on the grading schedule on the Faculty Page in my Tri-C space. Faculty and Deans will receive an email notification beginning 5 days before the first drop for the course part of the term. The notice is sent out in advance of the Drop for Non-Attendance run so you have a chance to address any attendance issues before a student is dropped. If the absences recorded for non-attending students are valid, then you do not need to take any action. Students who are dropped for non-attendance (DR) will remain on the bottom of the class list within the Attendance Tracker but will show a status of "Withdrawn" under their name until they have been reinstated into the course, if applicable. Upon submission of the re-enroll request, faculty will no longer be required to mark attendance on the same day that the student has been reinstated, and the student will receive an official email as soon as a colleague from the Enrollment Center has re-enrolled them in the course. Instructions on the re-enroll process can be found on MTCS > Attendance Tracking Card. Document Information Date Author Changes 02/09/2022 Cindy Shick - Original document created. 07/11/2024 Mayara Sant'Anna de Souza - Document converted to FS solution. 8/28/2024 Timothy Davis - Document reviewed & review date applied
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Faculty Grading Instructions
Overview: This document provides instructions on how to input and track grades. Instructions: 1. Log into my Tri-C space. 2. Go to the Faculty Grading card. 3. Final Grades is the default view/selection. For Academic Progress Reportingmove the cursor and click on that header. For Academic Progress Reporting: 4. When the reporting window (see Grading Schedule for dates) is open for Academic Progress Reporting, select the CRN/course from the Academic Progress Reporting tab to view the roster. The roster will appear on the lower half of the screen once selected. 4.1 From the dropdown menu, select S or U. 4.2 Once you are done entering S or U, click Save. 5. The grading status column will indicate if grades have not started, are in progress, or have been completed. Not Started: Indicates you have not started entering grades. In Progress: Indicated you have started entering grades, but they are not complete. Complete: Indicates grades have been entered for all students. For Reporting Final Grades: 1. Go to the Final Grades tab. 2. When the reporting window is open, select the CRN/course from the Final Grade tab to view the roster. The roster will appear on the lower half of the screen once selected. 3. From the dropdown menu, select the appropriate letter grade. (A, B, C, D, or F) Note: If entering a grade F, you must enter the last date attended. If omitted, an error will display. 4. Once grades have been entered, click Save. 5. The Grading Status column will indicate if grades have not started, are in progress, or have been completed. Not Started: Indicates you have not started entering grades. In progress: Indicates you have started entering grades, but they are not complete. Complete: Indicates grades have been entered for all students. **For further questions and concerns, please contact the Registrar's Office. Notes of Interest: You can save records and then come back later to complete the remainder of the class. Clicking the student's name in the roster will open the Student Profile in a new window. Just close the window to return to Faculty Grade Entry. Default records displayed per page is 50. Grades will become visible to students once they have been rolled. Rolled appears as Not Started or In Progress until grades are moved to Academic History and students can view grades online. At that time Rolled updates will be completed. Document Information Date Author Changes 02/09/2022 Cindy Shick - Original document created. 07/11/2024 Mayara Sant'Anna de Souza - Document converted to FS solution. 8/28/2024 Timothy Davis - Document reviewed & review date applied
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Back out Rolled Grade for a Student
Overview: A user needs to delete a course from the student's Academic History (SHAINST/SHATCKN), and then delete the student's grade (SFASLST) so that the CRN can either be deleted from the student's registration (SFAREGS) or the course status on SFAREGS can be changed to one that indicates that the student dropped the course. So, what needs to be done is to delete everything in "reverse" order. The "normal" Banner Student scenario would be to register the student for the course (SFAREGS), enter a grade, and roll that grade (SFASLST), calculate the GPA (SHAINST/SHATCKN). The following instructions show the reverse order. Instructions: 1. Call up the SHAINST form for the student and the term in question. 2. Next Block until the SHATCKN form is displayed. 3. Find the CRN to be deleted and use the Record Remove function. 4. The system will display "Warning-Grade, level, and degree applied records will also be deleted." Click Save/Commit to confirm the removal of the CRN from SHATCKS. 5. Exit from SHATCKS back to SHAINST and verify that the system has correctly recalculated the GPA. 6. Use the Record Remove function to delete form data from Term Header Block from SHAINST. 7. You cannot drop the course from SFAREGS yet because it will show the message "ERROR - Data recorded in history, cannot be deleted". This is because the "Rolled" indicator for the student is still displaying a check = Y on SFASLST. For the system, the course exists in Academic History. 8. Now, you need to remove the grade. First, remove the "Rolled" indicator from SFASLST/SFAALST. This cannot be done online; it must be done through SQL with the following information: 10:26:42 SQL > update SFRSTCR 10:26:48 2 Set SFRSTCR grde date = NULL 10:27:03 3 where SFRSTCR term code = 10:27:20 4 and SFRSTCR pidm = 10:27:34 5 and SFRSTCR crn = The SFRSTCR_GRD_DATE is "translated" into the checkmark in the Rolled indicator column on SFASLST. 9. Now, go back to SFASLST for that term, CRN, and student, and blank out the grade. 10. Click SAVE. 11. You can now call up SFAREGS and use the code defined for the dropping of the course. Note that the user would probably want to enter the date of the actual drop in the Key Block of SFAREGS. The system-required value of 'DD - Drop/Delete' can be used to record/remove the CRN from SFAREGS. Document Information Date Author Changes 01/23/2023 Cindy Shick - Original document created. 07/12/2024 Mayara Sant'Anna de Souza - Document converted to FS solution. 08/28/25 Jeff Colen - Document reviewed & review date applied